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VAPT June 24, 2011. Pupil Transportation Report. Data can be used for future projections Data is used in determining the funding for transportation, which is included in Basic Aid. Why Prepare the PTR?. Completed once a year

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Pupil Transportation Report

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Presentation Transcript
why prepare the ptr

Data can be used for future projections

Data is used in determining the funding for transportation, which is included in Basic Aid

Why Prepare the PTR?
the transportation report

Completed once a year

Due to DOE in December (can’t be prepared until Annual School Report data is submitted)

The Transportation Report

Regular Transportation Mileage – miles traveled with pupils on board to and from school and not classified in any other classification.

Exclusive Transportation Mileage – miles traveled to and from school with pupils who require a separate form of transportation service on exclusive schedule buses.


Special Trips mileage – miles traveled for special activities such as field trips, athletic trips, etc.

Federal Programs mileage – miles traveled for programs funded with federal funds


Between School mileage – miles travel with students on board between schools during the regular school day for instructional programs

Summer School mileage – miles traveled to transport students to and from summer school instructional programs


Deadhead mileage – miles traveled without students on board

Example: Driver parks bus at home, picks up first student 5 miles later – 5 miles are deadhead miles

school bus attendants

ONLY include Bus Attendants/Aides salaries and benefits

Do not include the salaries/benefits of drivers

School Bus Attendants

S/Bus Attendants Sal & Benefits ______________

calculation of per mile cost

Per Mile Cost is determined as follows: (Operational Cost – (School Bus Attendants Sal & Benefits)) / number of miles

Example: ($995,643.04 – $15,000)/ 712,200 = $1.3769

The School Bus Attendants Salaries & Benefits are added to Exclusive Costs, which increases the Per Mile Cost ( )

Calculation of Per Mile Cost
total costs

Total Cost at bottom of screen must equal the total operational costs shown on top screen.

  • Special Arrangements (Expenditures for these are reported on the Annual School Report )
    • Public Carriers – Expenses for students who ride transit buses, taxis, airplanes, trains, etc.
    • Private Carriers – Expenses for pupils requiring transportation services other than those provided by exclusive schedule buses. (Example: special needs students who are transported by parents/guardians, or in county vehicles)
    • If no expenditures, no miles should be reported.
Total Costs
counting ridership

Third week of October

    • Count ridership in the morning
    • Count ridership in the afternoon
    • Take the higher of the two
    • At end of week take an average (total the 5 day highest counts and divide by 5)
    • Separate categories between regular, exclusive, Pre-K, etc.
    • This is the count you will report to DOE on your PTR
Counting Ridership
counting ridership1

Total Ridership – Include all students, pre-k, non-public students, public carrier, private carrier and transportation through contract in the appropriate “boxes.”

As data is entered, the counts for Pre-K, private carrier, etc., will be subtracted from the total ridership to determine the K-12 ridership count.

Counting Ridership

Will be subtracted

Will be subtracted

special arrangements ridership count

Prorate the time these students spend in private or public carrier transportation.

Example: Student is transported by parent (private carrier) for 15 days of the 180 day year,

[15 / 180 = .08] (.08 is reported under private carrier) The remaining .92 is reported under appropriate category, such as regular or exclusive.

Special Arrangements Ridership Count
comparing ridership to average daily membership adm

Ridership will be compared to Responsible ADM.

Responsible ADM – students the school division is responsible for transporting

Ridership should never be higher than Responsible ADM.

Comparing Ridership to Average Daily Membership (ADM)

Report the number of buses in your fleet, regular and exclusive, separately.

Include spare buses, but do not include those buses that are used for spare parts and will not be returned to operations.

soq funding formula

Cost components

    • Number of Buses in Service
    • Number of Riders (Unduplicated Count)
    • Total Costs
SOQ Funding Formula
funding of pupil transportation

Categories that are included in funding

    • Regular Transportation
    • Exclusive Transportation
    • Special Arrangements
    • Public Transit
    • Deadhead Miles
    • Bus Replacement
Funding of Pupil Transportation

Divisions are grouped into similar clusters according to land area (U.S. Census data) and ridership for regular and exclusive.

Land AreaPupil Count

  • Large/Low Ridership 0 – 2000
  • Large/Medium Ridership Sq. Miles >= 80 2001-4100
  • Large/High Ridership 4101 +
  • Small/Low Ridership 0 - 2000
  • Small/Medium Ridership Sq. Miles <= 80 2001 - 4100
  • Small/High Ridership 4101 +

Regular– 6 clusters to determine prevailing per pupil amount

    • Exclusive – 5 clusters to determine prevailing per pupil amount
    • Special Arrangements – one statewide prevailing per pupil amount is calculated
    • Public Transit – Regular transportation prevailing per pupil amount is used
  • Note: Clusters are shown in detail on the Pupil Transportation Verification Report and are held constant for the biennium.
soq funding formula prevailing averages

For each of the 6 Regular and 5 Exclusive clusters, the linear weighted average (“prevailing average”) is calculated for both Cost Per Pupil and Buses Per 100 Pupils.

The Prevailing Average Cost Per Pupil is also calculated for the Special Arrangement category.

SOQ Funding Formula – Prevailing Averages
examples of funding calculation

Regular Transportation

Cost / Pupils = Per Pupil Amount

$1,165,370.70 / 1,960 = $594.58

A linear weighted average will be compiled from all those in the cluster, to determine a prevailing per pupil amount for the cluster.

Examples of Funding Calculation
funding calculations cont

Exclusive Transportation

Cost / Pupils = Per Pupil Amount

$7,980.83 / 37 = $215.70

A linear weighted average will be compiled from all those in the cluster, to determine a prevailing per pupil amount for the cluster.

Funding Calculations (Cont)
funding calculations cont1

Special Arrangements

Cost / Pupils = Per Pupil Amount

$8,283 / 5 = $1,656.60

A linear weighted average will be calculated and applied to all school divisions.

Funding Calculations (Cont)
funding calculations cont2

Public Transit

The prevailing rate for regular transportation is used for public transit.

Funding Calculations (Cont)
soq funding formula ridership costs

Each division’s base year ridership is adjusted by its projected growth or decline in ADM.

  • Projected ridership for each year of the biennium is multiplied by the prevailing average Cost Per Pupil for the division’s cluster.
    • Example: if the prevailing average regular transportation cost per pupil for division X’s cluster is $500, X’s projected ridership is multiplied by $500.
SOQ Funding Formula – Ridership Costs
funding calculations cont3

Deadhead Costs

Deadhead costs are prorated back to regular

and exclusive.


Total Operational Costs / Regular Operational

Costs = %

% * Reported Deadhead Costs = Deadhead

Costs to be applied to Regular Costs

*Note = same for exclusive

Funding Calculations (Cont)
funding calculations cont4

Bus Replacement

Example: Buses = 43(Based on projected number of students)

43 /15 years (replacement) =

2.86 (number of replacement buses)

$77,443 (replacement bus price) * 2.9 = $224,585.59

Note: Type C=63% and Type D=37% of contract

A linear weighted average will be computed for all in the cluster.

Funding Calculations (Cont)
bus replacement

(Number of regular pupils reported)/100 *prevailing number of regular students per 100 buses/100

                • PLUS
  • (Number of exclusive reported)/100 * prevailing number of exclusive students per 100 buses/100/15
                • Times
  • Contract bus price(includes average weighted price of type c and d)
Bus Replacement
bus replacement1

Example (regular transportation)

    • Pupils reported = 1960
    • Projected pupils = 1826
    • Replacement cycle = 15 yrs
    • Base year avg. weigh bus cost = $77,443
  • 1960/100 = 1.96(individual rate ) *1826 = 3578.96/100 = 35.78 reg. buses
  • 35.78/15 = 2.38 (this is added to the exclusive calculation)
  • 2.38 * $77,443 = $184,314.34 added to transportation cost.
  • Note = same process for exclusive buses
Bus Replacement
example of cluster amounts regular transportation

Group PPA Buses

1 669.29 2.33

2 535.56 1.92

3 436.37 1.41

4 307.99 1.24

5 212.43 0.82

6 371.72 0.98

Example of Cluster AmountsRegular Transportation
soq funding formula total costs

The sum of the projected costs based on ridership, bus replacement, and public transit is adjusted by the Composite Index and loaded into the SOQ Model.

Pupil Transportation Cost is updated every two years and held constant for the biennium.

SOQ Funding Formula – Total Costs
soq model output

The SOQ Model adds projected transportation cost into each division’s total Basic Aid cost, as calculated by the SOQ Model, then divides by ADM to derive the Basic Aid Per Pupil Amount (PPA).

The portion of Basic Aid allocated for Transportation is shown on the “Basic Aid” sheet in the calculation template:

SOQ Model Output
detailed instructions for preparing the ptr

The Instruction Manual will be updated and placed on the SSWS system under the PTR

You are encouraged to read and review this data before beginning your PTR reporting

If you have questions, contact the Pupil Transportation Service at 804-225-2037

Detailed Instructions for Preparing the PTR